Program & Event Planning Coordinator

Job Description

Job Description

A highly respected nonprofit organization is seeking an experienced Program & Event Planning Coordinator to support a busy Scholarships Department that manages more than 100 programs and events annually. This role is ideal for a polished administrative professional with event planning experience who thrives in a fast-paced, mission-driven environment and enjoys coordinating both virtual and in-person events.

The Program & Event Planning Coordinator will work closely with the Operations team to support conferences, galas, webinars, campus programs, and donor-related initiatives while collaborating cross-functionally across the organization.

Key Responsibilities

• Coordinate and execute virtual meetings, webinars, and hybrid events.
• Support planning and logistics for conferences, galas, educational programs, and special events.
• Manage event registrations, attendee communications, and event materials.
• Coordinate speakers, sponsors, vendors, volunteers, and event stakeholders.
• Develop, maintain, and track event budgets and forecasts.
• Support vendor sourcing, contract administration, and payment processing.
• Utilize event management and communication platforms to support successful program execution.
• Prepare reports, presentations, spreadsheets, and program documentation.
• Coordinate travel arrangements and event-related logistics.
• Collaborate with internal departments to ensure seamless program delivery.
• Assist with post-event reporting, surveys, and continuous process improvements.

Required Qualifications

• Bachelor's degree in Communications, Event Management, Project Management, or a related field.
• Minimum of 5 years of professional experience in event planning, program coordination, executive support, or administrative operations.
• Strong experience supporting multiple projects simultaneously in a fast-paced environment.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Smartsheet.
• Experience coordinating virtual meetings, webinars, and hybrid events.
• Excellent verbal and written communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently while maintaining strong collaboration with team members.
• Demonstrated problem-solving abilities and a proactive approach to work.

• 5+ years of project management experience, preferably in a complex or mission-driven organization.
• Demonstrated success leading cross-functional projects with multiple stakeholders and competing priorities.
• Strong knowledge of formal project management methodologies and best practices.
• PMP certification is required or strongly preferred, depending on comparable experience.
• Experience working in Agile or Scrum-based environments.
• Excellent communication, organization, and problem-solving skills.
• Ability to manage project details while maintaining focus on broader goals and deadlines.